Skip Navigation
Print Share

Executive Director Oak Bay Volunteer Services

Company: Oak Bay Volunteer Services
Date Posted: May 29, 2017

Oak Bay Volunteer Services

Job Posting – Executive Director

The Organization

Oak Bay Volunteer Services is celebrating 40 years of helping people maintain independence, improve quality of life and reduce social isolation. It is a non-profit society and a registered charity providing a comprehensive range of one-to-one direct volunteer services to Oak Bay residents. The individuals served include seniors, persons with physical disabilities, developmental disabilities, mental and other health challenges, low income and others in need. Last year 650 individuals were served by 224 volunteers. Volunteers provide services such as drives for medical appointments, shopping and other purposes, visits, walks, daily reassurance phone calls, reading and writing, income tax returns, gardening and minor repairs.

Position Summary

The Executive Director reports to the Board of Directors and works with the Board to develop the organization's strategic direction.  The position focuses on the Planning and Management of: Operations, Volunteer Programs, Finances, Fundraising, Community Relations, Human Resources and Information Technology. As a member of a small staff consisting of the full-time Executive Director, a full time Services Coordinator and a part-time Office Coordinator, the Executive Director is required to take on various roles as needed. The Executive Director works with a diverse group of clients, volunteers, funders and community members. Office volunteers do half day shifts. The Executive Director must be professional and highly motivated.


  1. Oversee the provision of volunteer services to ensure that client needs are assessed. Ensure that appropriate requests for services to clients are filled when suitable volunteers are available or referred to other services if appropriate.
  2. Ensure that volunteers are screened, supported, supervised, trained and recognized.
  3. Work with the Board of Directors to ensure all governance requirements are met, to develop strategic directions, to keep the Board informed of programs, and to bring any issues related to policies to their attention.
  4. Oversee the day-to-day operations of the organization, including the producing and updating of the various manuals.
  5. Manage financial aspects including budgeting, forecast projections, expenditures, investments, banking, monitoring cash flow, overseeing the work of the contract bookkeeper regarding sound bookkeeping practices, meeting all statutory requirements, and ensuring there is an annual financial review. Work collaboratively with the Treasurer.
  6. Plan and manage comprehensive fund development activities including grants, such as local, provincial and federal government, gaming, health authority, United Way, service clubs, foundations, corporations, businesses, trust funds, etc., individual donations, annual donation campaign, planned giving and any special appeals.
  7. Plan and manage community relations to promote and publicize aspects relating to clients, volunteers, donors and others through individual contact and meetings with stakeholders, brochures, posters, newsletters, photos, community displays, newspapers, speaking engagements, website and social media, etc. Establish and maintain a two-way referral system.
  8. Manage human resources including the hiring of staff, developing job descriptions, supervising, making decisions regarding permanent employment and completing yearly evaluations. Oversee the work of contract workers. Supervise any practicum students.
  9. Manage information technology including establishing technology needs, purchasing hardware and software and overseeing ongoing maintenance and upgrading of same, setting up of users, training staff and volunteers on computer systems as needed, ensuring back up of electronic files and storage off site, developing and updating an integrated database in collaboration with Access database developer and updating of manual for such.

10.  Identify and address risk management issues including adequate insurance coverage, appropriate screening of volunteers including meeting criminal record check requirements, and risks to the organization’s people, property, finances, goodwill and image and privacy. Act as the Privacy Officer.

11.  Manage the design and implementation of procedures for tracking statistics and for the compilation of statistics to meet the varied requirements of reports.

12.  Maintain affiliations with the Association of Fundraising Professionals, Canadian Association of Gift Planners, Direct Volunteer Services Committee, Volunteer Victoria, BC Association for Charitable Gaming, Capital Regional Charitable Gaming Association, Greater Victoria Chamber of Commerce, and the Community Association of Oak Bay.


  1. University or equivalent degree.
  2. Five or more years of experience in administration. Non-profit management preferred.
  3. Membership in AFP and CAGP are assets.
  4. Accounting knowledge especially familiarity with Simply Accounting is an asset.
  5. Social work or related work experience are assets.
  6. Experience in management of volunteers is an asset.
  7. Communication and interpersonal skills including public speaking and writing.
  8.  Knowledge and use of ethical practices including fundraising ethics.
  9. Computer proficiency in word processing, spreadsheets, email, internet and the use of databases preferably including fundraising software.

Working Conditions

Work is full time and sometimes requires flexible hours. Valid driver’s license and use of own vehicle on expense account basis is required. Ability to meet criminal record check.

Salary is commensurate with experience. Benefit package will be explained in detail to short listed candidates.

Closing date: June 9, 2017.

Please apply to: and quote “Executive Director” in the subject line. No phone calls please.

We thank all applicants for their interest. Only those considered for an interview will be contacted.